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Call for Resumes - Executive Assistant at ZemiTek in Washington, DC
Skills
Job Description
Who We Are
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
Position Description
Overview
ZemiTek is pursuing an opportunity to support the U.S. Department of State’s Bureau of Consular Affairs, Passport Services Directorate (CA/PPT). CA/PPT oversees passport issuance nationwide, serving U.S. citizens traveling internationally and protecting the integrity of the U.S. passport as proof of citizenship. Its headquarters offices provide leadership, policy guidance, operational oversight, planning, training, records management, and modernization support to passport agencies and centers.
The anticipated contract will provide professional, administrative, analytical, and program management support to these headquarters functions. Contractor personnel will help strengthen daily operations, support informed leadership decisions, and advance initiatives that improve service delivery and organizational performance.
Position Description
ZemiTek is seeking Executive Assistants at Levels I, II, and III to support CA/PPT leadership and functional offices. Responsibilities vary by level: Executive Assistant I coordinates schedules, travel, correspondence, and meeting arrangements to support efficient daily operations. Executive Assistant II provides specialized administrative and project support within an assigned functional unit, including project monitoring, financial tracking, analysis, and preparation of complex briefings. Executive Assistant III provides comprehensive executive support to leadership, coordinating competing priorities and ensuring executives are prepared for meetings, decisions, and key engagements.
The successful candidate will bring sound judgment, initiative, tact, and strong organizational and interpersonal skills to support an organized, responsive executive office. This role requires anticipating needs, managing competing priorities, coordinating across stakeholders, and following through on assignments. Responsibilities include keeping information accessible, coordinating arrangements, tracking outstanding actions and project commitments, and preparing clear materials that support timely decisions, with complexity and independence varying by position level.
Work Location: Washington, DC
Security Clearance: Active Secret clearance required
This position is contingent upon contract award.
Responsibilities
Anticipated tasks include, but are not limited to, the following:
Executive Assistant I
Manage executive calendars, appointments, and schedules, resolving conflicts and adjusting arrangements as priorities change.
Screen incoming calls and route correspondence and requests to appropriate personnel, tracking responses as needed.
Research and coordinate travel, including cost and per diem estimates, transportation, lodging, itineraries, and preparation of post-travel vouchers.
Prepare and edit reports, memoranda, letters, presentations, and other documents for accuracy, completeness, and professional formatting.
Organize, maintain, and retrieve executive records and reference materials, protecting confidentiality and complying with internal policies.
Track assigned tasks and project actions, clarify requirements, and complete or coordinate follow-up within established deadlines.
Coordinate meetings and events, including logistics, agendas, supporting materials, and preparation and distribution of meeting minutes.
Liaise with internal staff, external stakeholders, and vendors to obtain information and coordinate executive support activities.
Recommend improvements to administrative workflows and implement approved changes, using Microsoft Office and SharePoint to support efficient operations.
Executive Assistant II
Provide specialized administrative and project support to members of an assigned functional unit, exercising independent judgment, initiative, and tact.
Monitor project activities, milestones, and financial information; maintain tracking tools and identify issues requiring follow-up or management attention.
Determine appropriate methods for collecting, organizing, and analyzing information for assigned projects.
Prepare complex briefings, presentations, and supporting materials that clearly communicate project status, findings, and recommended actions.
Develop reports and recommendations based on research, analysis, and input from relevant personnel.
Coordinate administrative assignments within the secretarial and clerical support group, clarifying priorities and tracking completion.
Support project administration by maintaining documentation, coordinating stakeholder input, and following up on decisions and outstanding actions.
Plan and coordinate events, including logistics, materials, participant communication, and administrative arrangements.
Support office relocation planning by coordinating schedules, requirements, and logistical activities to facilitate an orderly transition.
Apply established office practices and procedures to maintain organized workflows, accurate records, and responsive administrative support.
Executive Assistant III
Manage executive calendars, resolve scheduling conflicts, and provide daily schedule briefings and timely reminders to ensure leadership is prepared for upcoming engagements.
Coordinate complex domestic and international travel, including itineraries, transportation, lodging, destination contacts, cost estimates, schedule changes, and supporting travel documentation.
Prepare, review, and coordinate executive correspondence, ensuring accuracy, professional presentation, and timely responses.
Maintain and organize executive documents and records, protecting confidentiality and ensuring accessibility to authorized personnel and compliance with internal policies.
Coordinate executive projects by tracking milestones, obtaining stakeholder updates, and following up on outstanding actions to support timely completion and alignment with task goals.
Serve as the primary administrative point of contact between executives and internal and external stakeholders, exercising judgment to prioritize inquiries, coordinate responses, and elevate matters requiring leadership attention.
Plan and coordinate executive meetings, conferences, and events, including logistics, agendas, and preparation and distribution of meeting materials.
Conduct research and compile background information to prepare briefings and supporting documentation for executive engagements.
Track decisions and commitments arising from executive engagements and coordinate with responsible personnel to support completion.
Oversee daily administrative workflows, ensuring assignments meet established quality standards, deadlines, and procedures; implement approved improvements that strengthen efficiency and responsiveness.
Qualifications
Executive Assistant I
Minimum of three (3) years of relevant professional experience.
Bachelor’s degree, or seven (7) years of relevant professional experience.
Executive Assistant II
Minimum of six (6) years of relevant professional experience.
Bachelor’s degree, or ten (10) years of relevant professional experience.
Executive Assistant III
Minimum of nine (9) years of relevant professional experience.
Bachelor’s degree, or thirteen (13) years of relevant professional experience.
All levels require the following:
Active Secret personnel security clearance.
Proficient computer skills and in-depth knowledge of relevant software, including Microsoft Word, Excel, PowerPoint, and SharePoint.
Knowledge of standard office administrative practices and procedures.
Exceptional interpersonal skills.
Preferred Qualifications
Experience providing comprehensive support to senior executives in a federal headquarters or comparable environment.
Demonstrated ability to manage complex calendars, travel arrangements, and executive correspondence while adapting to changing priorities.
Experience coordinating executive projects and tracking commitments across multiple stakeholders.
Experience planning leadership meetings, conferences, and events requiring detailed logistical coordination.
Demonstrated discretion and sound judgment when handling sensitive information and executive communications.
Experience improving administrative processes and using Microsoft Office and SharePoint to support document management and collaboration.
What We Believe
ZemiTek offers exciting opportunities for professional growth, and generous benefits including Paid Parental Leave (after 6 months of work), medical, dental and vision benefits, paid time off, 401(k) and 401(k) match, life insurance and disability benefits, as well as performance-based compensation.
ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.